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#97828 Administrative Supervisor

Filing Deadline: Wed 2/20/2019

UCSD Layoff from Career Appointment: Apply by 02/01/19 for consideration with preference for rehire. All layoff applicants should contact their Employment Advisor.

Special Selection Applicants: Apply by 02/13/19. Eligible Special Selection clients should contact their Disability Counselor for assistance.


The Department of Surgery is one of the largest departments in the School of Medicine and is comprised of 103 faculty members, 18 physicians employed on MSP agreements, 31 doctors employed by the VA or other facilities, 104 accredited and non-accredited trainees and 161 career staff. Activities are organized in 7 subspecialty divisions. Department activities span 5 major institutions including three medical centers and cover all aspects of the teaching, research, clinical and service missions of the University.

Responsible for supervising the administrative services for the Division of Cardiovascular and Thoracic Surgery. Provides expert leadership and manages the full scope of business functions. Provides daily leadership and management of administrative activities and serves as the principal advisor to the Division Chief, Medical Director, Fellowship Director and other Program Directors of the Divisions. Develop vision, priority consensus and work culture that reflects the faculty and division values.

Under general direction of the Division Chief and with support from the Administrative Vice Chair (AdVC) this position has full responsibility for managing all administrative, clinical, research, academic, training, and financial management for Division of Cardiovascular and Thoracic Surgery.

The incumbent is responsible for short and long-term development and implementation of all divisional goals, policies and procedures, managing and training support staff, and assisting in the development of complex business plans. The incumbent will anticipate academic needs, assist with recruitment of new faculty and APPs, direct merit and promotional process, prepare matrices for faculty indicating income, research, clinical and teaching activity. Supervise, hire, train administrative and support staff.

Conduct complex analysis of all revenue/expense reports. Prepare annual budgets, forecasting revenue, anticipating growth trends and maximizing clinic sessions. Responsible for approving all expenses for various cost centers and division accounts. Assist faculty in procuring grants, clinical trials and other research contracts, and developing appropriate cost accounting tools. Participate on committees that benefit the division and the department. Adhere to UC policy and procedure in performing all duties of the position.

The incumbent will be responsible for 1 divisions and managing clinical revenue and a research portfolio, support of over 20 faculty members and 12+ administrative, research and support staff.


  • Bachelor's Degree in related area' and/or equivalent experience/training.

  • A minimum of five (5+) or more years of relevant experience.

  • Solid knowledge of the organization's processes, protocols and procedures with a focus on budget, account and fund management and/or personnel management within labor contract(s) and personnel policy.

  • Strong administrative experience in an academic medical environment with ability to analyze, interpret and apply management principles and practices for a large, multi-disciplined organization. Experience with strategic, financial and operational management.

  • Demonstrated knowledge of financial analysis and reporting techniques; human resources and risk management planning; accounting and payroll.

  • Strong leadership skills in personnel management. Experience in providing direction, knowledge of sound management practices, team building techniques, providing recommendations in hiring and performance appraisals.

  • Provide guidance and instructions and communicating in an effective, professional and direct manner, and provide disciplinary action as needed. Ability to interpret policies and formulate workable plans, strategize, and offer solutions to faculty and staff.

  • Mastery of analytic tools including Excel, Excel pivot tables, and Access and UCSD-related data sources (Cognos, FinancialLink, clinical databases). Experience with quality management databases and data mining techniques preferred.

  • Experience performing complex analyses involving programmatic and fiscal considerations, formation of action plans, and making decisions in all aspects. Experience managing budgets, coordinating multiple projects, and adapting programmatic objectives to changes in resources as affected by budgetary issues.

  • Skill to compose correspondence independently on behalf of the Division Chief, applying correct format, grammar, etc. Ability to convey complex concepts in writing and verbally in a professional and effective manner.

  • Solid interpersonal skills including verbal and written communication, active listening, critical thinking, persuasiveness, advising, and counseling to effectively motivate others. Fluency in English required.

  • Demonstrated experience developing and implementing short and long range plans and strategies by applying trends, projections, growth and anticipated goals of the Division.

  • Demonstrated knowledge Fellowship training program requirements, policies and procedures.

  • Ability to maintain strict confidentiality.


  • Knowledge of applicable UCSD policies and procedures governing academic and staff personnel, accounting, contracts and grants, purchasing, equipment and space inventory, and other areas related to the responsibilities of the position.
  • Demonstrated knowledge of contract and grant procedures and regulations.


  • Employment is subject to a criminal background check.
  • Must be able to attend and travel to meetings and conferences in and out of state, travel to off campus locations and work overtime as necessary.

UC San Diego Health is the only academic health system in the San Diego region, providing leading-edge care in patient care, biomedical research, education, and community service. Our facilities include two university hospitals, a National Cancer Institute-designated Comprehensive Cancer Center, Shiley Eye Institute, Sulpizio Cardiovascular Center, and several outpatient clinics. UC San Diego Medical Center in Hillcrest is a designated Level I Trauma Center and has the only Burn Center in the county. We invite you to join our dynamic team!


Applications/Resumes are accepted for current job openings only. For full consideration on any job, applications must be received prior to the initial closing date. If a job has an extended deadline, applications/resumes will be considered during the extension period; however, a job may be filled before the extended date is reached.


UC San Diego Health is an Equal Opportunity/Affirmative Action Employer. All qualified applicants will receive consideration for employment without regard to race, color, religion, sex, national origin, disability, age, protected veteran status, gender identity or sexual orientation. For the complete University of California nondiscrimination and affirmative action policy see: http://www-hr.ucsd.edu/saa/nondiscr.html

UC San Diego is a smoke and tobacco free environment. Please visit smokefree.ucsd.edu for more information.

UC San Diego School of Medicine
Payroll Title:
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Commensurate with Experience
La Jolla
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Work Schedule:
Days, 8 hrs/day, Mon-Fri


As a federally-funded institution, UC San Diego Health maintains a marijuana and drug free campus. New employees are subject to drug screening.